AICOS Setup Wizard

The AICOS Setup Wizard guides you through configuring the AI Chief of Staff for your organization. This one-time configuration process establishes the foundation for AICOS's autonomous operation.

Prerequisites

Before starting the setup wizard, ensure you have:

• Administrator access to Control Bridge
• Microsoft 365 mailbox that AICOS will monitor for relevant communications
• At least one LLM provider configured (navigate to Workforce > Intelligence > AI Providers)
• Clear strategic goals in mind for AICOS to work toward

Accessing the Wizard

1. Sign in to Control Bridge
2. Navigate to Boardroom
3. Click Configure AICOS or Start Setup
4. The wizard will guide you through each configuration step

Step 1: Monitored Mailbox

Select which mailbox AICOS should monitor for communications relevant to its goals and projects.

Configuration Options

Field	Description
Mailbox	Select from mailboxes connected to your Microsoft 365 organization
Folder Filter	Optionally limit monitoring to specific folders (e.g., "CAIOO" or "Strategic")

Creating a New Shared Mailbox In-Product

If no suitable mailbox exists yet and your organization has been granted access to run Exchange PowerShell, you can create a dedicated shared mailbox directly from this step without leaving the wizard.

When this capability is available, a "Create new shared mailbox..." option appears pinned at the top of the mailbox dropdown. Selecting it replaces the dropdown with three fields:

Field	Description
Display Name	The friendly name shown in mail clients (e.g., "AICOS Strategic Inbox")
Alias	The local part of the email address before the @ symbol (e.g., aicos-strategic)
Domain	Choose from your organization's verified M365 domains

Clicking Submit provisions the shared mailbox via Exchange Online and automatically selects it in the wizard. The new mailbox address will be alias@domain.

To switch back to selecting an existing mailbox instead, click "Select an existing mailbox instead" below the fields.

If the "Create new shared mailbox..." option does not appear, the Exchange PowerShell sidecar is not configured for your region. In that case, create the mailbox in the Microsoft 365 Admin Center, then return and click Refresh from M365 to load it.

Best Practices

• Consider creating a dedicated shared mailbox for AICOS-related communications rather than using an existing personal mailbox
• The monitored mailbox should receive emails relevant to strategic initiatives, not routine operational emails
• AICOS will scan this mailbox during its wake-up cycle for relevant updates

Step 2: Business Owner

Designate the primary contact who will serve as the Business Owner (BO) for AICOS communications.

What the Business Owner Does

The Business Owner is the human counterpart to AICOS and will:

• Receive status updates and progress reports
• Approve significant decisions and expenditures
• Provide direction when AICOS encounters blockers
• Answer clarifying questions about goals and priorities

Configuration Options

Field	Description
Business Owner	Select a user from your organization's directory
Backup Contact	Optional secondary contact for urgent matters

Considerations

• Choose someone with authority to make strategic decisions
• The Business Owner should be available to respond to approval requests within a reasonable timeframe
• AICOS will respect the Business Owner's time by batching non-urgent communications

Step 3: Communication Settings

Configure how and when AICOS communicates with the Business Owner.

Update Frequency

Option	Description
Daily	Receive a summary every day at the configured time
Weekly	Receive a weekly digest on Mondays
On Milestones	Only receive updates when significant progress is made

Communication Channels

Channel	Description
Email	Status updates sent to the Business Owner's email
Team Messaging	Updates posted to configured Teams or Slack channel (if integrated)
Control Bridge	Notifications visible in the AICOS dashboard

Additional Settings

Setting	Description	Default
Daily Wake-Up Time	When AICOS starts its daily execution cycle	9:00 AM
Wake-Up Timezone	Timezone for the wake-up time	Tenant timezone
Urgency Threshold	What priority level triggers immediate notification	High

Step 4: Initial Goals

Define 1-3 strategic goals to get AICOS started. Goals can be added, modified, or removed after setup.

Creating a Goal

Field	Description
Goal Title	Clear, concise name for the goal
Description	Detailed explanation of what success looks like
Target Date	Optional deadline for goal completion
Priority	High, Medium, or Low

Goal Examples

Good Goal: "Reduce customer support response time from 24 hours to 4 hours by end of Q2"

• Specific and measurable
• Has a clear deadline
• Defines success criteria

Poor Goal: "Improve customer service"

• Too vague
• No measurable outcome
• No timeline

Tips for Effective Goals

1. Be Specific - Include measurable outcomes where possible
2. Set Deadlines - Goals without dates tend to drift
3. Limit Scope - Start with 1-3 goals to allow AICOS to focus
4. Provide Context - Use the description field to explain why this goal matters

Step 5: Review and Dry Run

Before activating AICOS, review your configuration and optionally run a dry run to verify behavior.

Configuration Review

The review screen displays:

• Summary of all configured settings
• Validation status for each component
• Any warnings or recommendations

Dry Run (Optional)

The dry run allows AICOS to:

1. Load the configured context
2. Analyze the initial goals
3. Generate a proposed project breakdown
4. Present the plan for your review

This helps verify AICOS understands your goals before activating autonomous operation.

Activation

Once satisfied with the configuration:

1. Review the dry run results (if performed)
2. Click Activate AICOS
3. AICOS will begin its first execution cycle at the next scheduled wake-up time

Post-Setup Configuration

After completing the wizard, you can modify settings at any time:

• Goals - Add, edit, or archive goals from the AICOS Dashboard (Boardroom)
• Communication Settings - Adjust from Boardroom > Settings
• Business Owner - Change from Boardroom > Settings
• LLM Model - Select different models from Boardroom > Settings

For detailed configuration options, see Settings & Customization.

Troubleshooting

Mailbox Not Listed

If your mailbox does not appear in the selection:

1. Verify the mailbox is synced in Capabilities > Connections > Microsoft 365
2. Ensure you have appropriate permissions to access the mailbox
3. Try refreshing the mailbox list

"Create new shared mailbox..." Option Not Visible

This option only appears when the Exchange PowerShell sidecar is configured and the Agent365SharedMailboxEnabled flag is active for your tenant. If it is missing, create the mailbox in the Microsoft 365 Admin Center and use Refresh from M365 to load it.

New Shared Mailbox Not Available Immediately After Creation

A newly provisioned shared mailbox may take a few minutes to replicate across Microsoft 365. If the subscription status check in the wizard shows "activating," wait a moment and retry the wizard step.

Goals Not Saving

If goals fail to save:

1. Ensure all required fields are completed
2. Check that the goal title is unique
3. Verify your browser has a stable connection

Dry Run Fails

If the dry run fails to complete:

1. Check that an LLM provider is properly configured
2. Verify the selected model is available
3. Review the error message for specific issues

Next Steps

After completing setup:

1. Review How AICOS Operates to understand the daily execution cycle
2. Learn about Knowledge Management to maximize organizational learning
3. Explore Available Tools to understand AICOS's capabilities
4. Configure advanced options in Settings & Customization